Responses Posted for INARF Q&A List Serve Question: Travel/Conference Reimbursement

Responses:

•  Response #1
  • Business Expenses
    • Authorized expenses related to conference attendance or agency business trips are reimbursable in accordance with guidelines of the general budget as approved by the Executive Director
    • 1. MEALS. Reimbursement is made for meals which are necessary due to travel distance and duration of the event. I f a meal is provided during a conference/meeting, it will not be reimbursed. If there is a question, the Executive Director shall have final determination as to whether purchased meals are necessary. You must submit receipts from vendors in order to receive reimbursement. The maximum limits for each of the three regular daily meals may be obtained from the Fiscal Department. Alcohol is not covered.
    • 2. TRAVEL/PARKING/TOLL EXPENSES.   Mileage authorized at the current rate shall be paid to staff using their own personal vehicles for approved agency business only if an agency vehicle is not available. The employee must fill out a “Vehicle Sign-Up Sheet” and return it to the agency.
      • Exception- If there is an unusual situation such as an employee who lives close to the service site, but lives several miles from the closet center, then a special waiver to drive their personal vehicle can be written by the supervisor with the approval of the Program Head. The total miles to be driven each month will be determined by the Program Head based on the client’s plan.
    • Reasonable business costs such as business telephone calls, hotel rooms, parking, toll expenses, supplies, etc., will be reimbursed upon submission of paid receipts. Staff are expected to stay in regular rooms and share rooms when appropriate. Ask for conference/corporate rate and tax exemptions.
    • Use of credit card to cover estimated expenses, including lodging costs, and registration fees for approved conference may be obtained from the Director of Finance.
    • 3. CONFERENCE REGISRATION: Any changes in confirmed reservations must be made known to human resources as soon as it is known.
• Response #2
  • We follow IRS Guidelines for an accountable plan.  Typically, personal travel within a trip away from home that is incidental can be overlooked. 
    • If an out of town trip is extended to also travel personally, the expenses incurred while traveling for personal enjoyment are not reimbursable.  If an extra day is at either end or in between that is usually thought of as incidental.
    • https://www.irs.gov/newsroom/understanding-business-travel-deductions%23:%7E:text=Travel%2520expenses%2520must%2520be%2520ordinary%2Cdoes%2520not%2520exceed%2520one%2520year
    • https://www.irs.gov/publications/p463%23en_US_2021_publink100033845
• Response #3
  • In recognition of the importance of a well-informed and well trained staff, the Agency will strive to promote personnel development through workshops and conferences. 
    • Training requested in a total amount exceeding $300.00 will require an employee to agree and commit to remain employed for a minimum of twelve (12) months after completion otherwise agree to reimburse one hundred percent (100%) of the total amount 
    • Mileage is .58 mile 
    • Parking expenses incurred during authorized travel shall be reimbursed upon presentation of a receipt with the travel voucher.
    • Lodging allowances for agency business conducted out of town will be determined on an individual basis, but in all cases will be allowed for the employee only. 
    • There will be no meal allowance for 1-day out of town conference, unless your position is one that the agency provides your lunch regularly.
    •  When traveling out of town on overnight business, you can receive a $35.00 allowance for meal expenses before your trip.
      • Breakfast         $10.00
      • Lunch              $10.00
      • Dinner             $15.00 
    • For day of departure and day of return, you may receive per diem if the following occurs:
      • Leave home before 7:00 a.m. (breakfast per diem)
      • Return home after 7:00 p.m. (dinner per diem) 
    • Out-of-pocket payment by employees for goods, materials, etc. is strongly discouraged.  If such an expense becomes necessary and is authorized, reimbursement will be made when the bills for that time period are paid, provided a receipt has been furnished.
• Response #4
  • I have worked for several agencies that all covered conference fees, plus travel and food. One also covered alcoholic beverages. Per diem could be $50 per day or whatever that person spends. There could be a limit to one conference per year, depending on the position. A conference is good for the employee and good for the agency. It is worth the expense, and the employees really appreciate it. I am not sure if they would if they were required to share the expenses.
• Response #5
  • We reimburse mileage and/or airfare for staff that must travel to conduct business on behalf of the organization, or to attend an approved conference/training.
  • Mileage would be calculated from either the office or home, whichever is closest, to the location of work/conference/training, or airport if flying.  If the travel is local, or fairly close, we recommend the use of one of our company vehicles in lieu of a personal vehicle and mileage would then not be a factor.
  • We reimburse meals while conducting business on behalf of the organization or attending conferences/training as well as lodging.  Team members may be asked to share a room, but never a bed.  We don’t have a per diem set, but ask that expenses be kept ‘reasonable’.  The cost of the approved conference/training is also paid by the organization.
  • If someone is combining work and personal travel, we would reimburse expenses associated with the business portion of the travel – flight and or mileage to the location, meals only while conducting business or attending conference, as well as lodging for the timeframe of the conference/training or business portion.

Reimbursement Policy #1